Office Support Associate - Hybrid

Experience Champaign Urbana; Urbana (IL); On-site; USD 36,000 - 48,000; Full time

Job summary

Experience Champaign Urbana is seeking an Office Support Associate to serve as receptionist for the Claims Management Office. Responsibilities include handling phone calls, email, voicemails, faxes, and in-person inquiries, and directing inquiries to the appropriate office.

You will prepare letters and reports, manage the department calendar, process medical bills, subpoenas, and payments, and coordinate with university legal counsel as needed.

Responsibilities

• Serve as receptionist for Claims Management, handling calls, email, and in-person inquiries.
• Prepare and finalize letters, reports, and other business documents; maintain the department calendar.
• Process and verify medical bills and payments; monitor mailboxes and respond to inquiries.
• Manage subpoenas: distribute letters and relay deadlines; copy records for counsel.
• Coordinate purchasing and inventory; assist with office maintenance.

Job description

• Serve as receptionist for Claims Management (hereinafter referred to as Claims), which includes handling/screening phone calls, e-mail, voicemails, faxes and in-person inquiries for the Office of Claims Management. Responsible for assessing needs, independently preparing a response, or directing an inquiry/correspondence to the appropriate office/person for action.
• Perform a variety of duties in support of the Claims Department to meet daily operational needs, including composing/finalizing letters, reports, billing, and other business documents; maintaining the Claims Department's electronic calendar (e.g., preparing weekly agenda, scheduling/prioritizing appointments, making schedule changes to accommodate urgent matters, gathering appropriate materials in advance of meetings, and providing project status reports to ensure deadlines are met).
• Maintains incoming/out? going record of subpoenas received in Claims office. Responsible for distribution of subpoena letter to appropriate person and relaying of information related to deadlines. Copies records related to subpoenas for university legal counsel.
• Monitors and prints medical bills from UIC Health Services daily. Responsible for making sure proper medical information is attached and verification of billing charges to fee schedule is correct. Distributes paperwork to designated person in department for approval of medical payments. Secures any missing Information from UIC Health Services.
• Responsible for paying medical and legal bills approved by adjusters. Returns bills to vendors with a letter of explanation for non- payment (missing info, denied claims, etc.).
• Responsible for scanning all medical bills (except single office visits) to vendor for re-pricing to adopt the Illinois Workers' Compensation Commission fee codes. All copies must be date-stamped and tracked for confirmation of receipt. Screens all recoded bills returned to the Claims office, date stamps and matches recoded bills to the originals then submit to designated staff for approval of payment.
• Monitors routinely throughout each day the electronic mailbox for Medical Billing and Medical Reports. Prints copies of all confidential and sensitive information/reports and distributes to designated staff. Obtains missing information as requested and answers vendors' questions regarding payment issues.
• Monitors routinely throughout each day the Workers' Compensation electronic mailbox for reports of injuries and illnesses by employees. Prints copies of all confidential and sensitive information/reports and distributes to designated staff. Obtains medical information as requested and answers employees' routine questions regarding claim information.
• Picks up all payroll/child support checks and compensation settlements (that are not directly deposited) from payroll every other week. Distributes to designated staff members for review and mails as directed (certified, return receipt, etc.) to employees, legal counsel, Illinois State Disbursement Unit.
• Maintain office supply inventory and schedule repair work and/or routine maintenance of office equipment to ensure Claims operations are conducted with minimal interruption in service, including processing purchases via iBuy and preparing inventory control reports for review by the Director and other Claims staff.
• Perform other assigned duties appropriate for an Office Support Associate classification.